The Specialized Cloud for Accounting Professionals White Paper Kacee Johnson, MBA 01 November 2011
Executive Summary Accounting Professionals are bombarded in literature, emails, conferences and by consultants to get in the Cloud. They think they know what it means and they know there are some benefits to the technology, but have a hard time grasping exactly how it can benefit their firm, and more importantly their clients. In an attempt to gain a competitive advantage over their competition, they want to stay ahead of the game, offer the latest in services, technology and security while minimizing costs during a global economic downturn. This conundrum has led to many questions that will be addressed here, but first lets answer the most important question, what is Cloud Computing? Cloud is used as a metaphor for the internet, when you combine the Cloud with Computing, you get a virtualized IT infrastructure that is hosting your services and software online. One of the great benefits of Cloud Computing is that users don t need the knowledge of, expertise in, or control over the technology infrastructure that supports them. IT is being transformed to a utility based service rather than a traditional client-server infrastructure. Cloud Computing provides users with a highly scalable solution with resources and security that could not be replicated by a small to medium sized business owner. Providing common business applications online that are accessed via the Internet while the software and data are stored on servers at a remote data center, Cloud Computing has caused a shift in IT to be on demand. It is important to note that while Cloud Computing is used by businesses of all industries and sizes, this research and analysis will be focused on the Specialized Cloud for Accounting Professionals. Accountants are not looked at as just someone who does your taxes or manages your books, but instead as a valued consultant and intermediary between the business owner and their IT needs. Because of this, the focus and special attention needed by Accountants in their technology solutions should not be minimized. When the Accountant recommends a technology solution to their client they are putting their reputation on the line and need to choose seasoned IT professionals for their clients. 2
Specialized For Accounting Firms Most businesses purchase a Cloud to replace their in-house server or give them an online edition of a product that they need anytime, anywhere access to. Their Cloud hosts their data, applications and internal users. The Accountants Cloud is a bit more difficult because it is also hosting their clients. It is a direct reflection of their firm and must perform for their clients as they themselves would. This includes the presentation of what the Cloud looks like, the speed, security, ease of use and of course performance. It is important to recognize these differences and see that if the Accountant is hosting their client s data on their Cloud and they go down for any reason, not only is the Accounting Firm down, but their clients are down as well. This could be disastrous for the client as well as the Accounting firm and makes the decision of which Cloud Computing provider to use, an even more delicate choice. Another distinction of the Accountant s Cloud is the number of applications their firm uses and the need for multi-user mode. Accountants are not like a traditional business using Word, Excel, PowerPoint, some QuickBooks and maybe a CRM system. Accountants use specialized industry specific applications for time & billing, Tax Preparation, inventory control, Document Management and Storage Systems, reporting tools and different financial sync services like bill paying services or payroll automation programs. The list is endless to the type of programs and applications that Accountants, their employees and the clients use. Their Cloud then becomes more complex and must support all of the different needs for services to be rendered. In addition to the different types of applications, the accounting firm needs to have multi-user mode access so that the employees, clients and the Accountant can all be working in the same files at the same time. Dealing with real-time financial data is crucial to the end result. Accountants must also consider Security as one of the most highly prioritized choices in selecting a Cloud provider. Their client s financial information and confidential records will be hosted on their Cloud which cannot be at risk for a security breach at any time. Research into the physical location of the hosts data center as well as their redundancies and precautionary measures taken to secure data is of great importance. 3
It is obvious that an Accountant cannot re-create the physical or intellectual security that an enterprise level hosting company can, but the details in which that host rolls out their security protocols needs to be researched as well. A typical standard of any Cloud Computing provider is that they are at a SAS70 Type II data center that is highly secure as well as staffed with on-site security at all times. Many Cloud Computing companies outsource their data storage to the Middle East or Asia to save on costs. While this may be perfectly acceptable to the Accountant, the IRS requires that the client be notified and sign a release confirming that they too are comfortable with their data being sent outside the US. The technical support team may also be outsourced and this is something to be sure to ask about when researching the proper provider of Cloud services for an accounting firm. Now that the Accountants Cloud has been distinguished as needing some specialization and is not cookie-cutter virtualization, let s discuss the benefits of the Cloud to the Accounting Professional and why a firm would want to take the leap. Benefits of Cloud Computing to Accounting Firms There truly is a myriad of reasons that businesses move to the Cloud, here are the most popular for the Accounting firm: Cost Savings: Many firms don t realize exactly how much they spend in IT each year. When you combine the cost of purchasing large hardware to support the max usage you could have, the cost of an IT consultant to come and network, setup, maintain, update and service the equipment and software, the licenses for the operating system etc, the backups, anti-virus protection, and security protocols the Cloud can save firms on average 30-50% on IT costs annually. Security: It is a common misconception that the Cloud is less secure than having a traditional client-server setup. In reality the Cloud service providers have created a secure environment with enterprise solutions and physical security that no accounting firm could replicate without spending hundreds of thousands of dollars. 4
Convenience: The Cloud provides anytime, anywhere access. The Accountant no longer has to have their applications or data files installed on the PC that they are working on, they just need internet connectivity. Scalability: Think of Cloud Computing like a power grid, you use what you need and pay for what you use. The era of buying huge servers and maintaining them are gone; virtualization has created an environment that is more cost effective than a traditional IT managed infrastructure. Shift the Focus: Accountants did not go to school to spend their days managing a server or focusing on updating their software to the new release. Moving to the Cloud allows Accountants to shift their focus from IT to billable hour work. Collaboration: A multi-user environment gives the Accountant, their employees and their client s access to the same files at the same time. This gives the client and the accountant real-time numbers and financial data to collaborate on in making important decisions for their business. Customization: Building a firms brand, reputation and marketing is not easy in today s highly saturated world of information coming at us from all ends. Having a customized Cloud with the firms branding is a daily reminder to the client who you are and what you have to offer. Transforming IT: Moving away from a traditional hardware infrastructure to IT as a utility where you buy as you go and what you need. New Service Offerings: Cloud services offer Accountants new revenue streams by creating new service offerings for their clients. They can charge their clients for e-services like an online portal, document management and storage, disaster recovery plan and much more. Staying on top of technology: Accounting is an aging profession, and is looked at as somewhat archaic in many circles. In order for the Accountant to stay on top of what their clients need and always offer the most up to date 5
information, the Accountant must subscribe to technology advancements that will keep them ahead of their competition. In Conclusion It is easy to throw the word Cloud around as a buzz word and there are a lot of company s out there that offer Cloud services. What is not so easy is being able to relate to your clients needs, give them a specialized product that brands their company as well as an all in one virtual office solution. Going to three different sites to access your different applications and data is not convenient, going to a centralized portal that is built specifically for your firms needs is. It is important for the modern accounting firm to research their options when selecting a vendor and choose one that is secure, adaptable, has experience in their profession as well as an understanding of how to deliver. The benefits of moving to the Cloud are evident, the timing and the selection of who to provide those services is more complex. 6